With the exception of Purchasing contracts, the City Secretary is the final signatory for all contracts. The CSO reviews each contract to ensure all applicable signatures and material are present, obtains the City Secretary's signature, assigns a contract number, scans the full document into Laserfiche and indexes the documents on the M&C Indexing System. Laserfiche is a document management system that can be used by internal and external customers and provides electronic images of various documents which are accessed using key words, phrases or numbers. M&C Indexing is an in-house search engine on the City's Intranet that allows only internal customers to search for applicable documents, again using key words, phrases or numbers. Both systems provide accessibility to all customers interested in actions taken at various meetings and the documents approved at those meetings. The City Secretary's Office maintains the official City record of these contracts and provides copies to internal and external customers as requested.

**Adjust complete processing of contracts by whatever percentage required when monthly target is not achieved to ensure annual average of 90% is attained or exceeded.

City Secretary staff maintains an Access database that contains M&Cs for all contracts approved by M&C. As contracts are received the information is deleted from the database and the contract is uploaded into Laserfiche and M&C Indexing. Staff creates quarterly reports reflecting which contracts have not been received then forwards that report to a Deputy City Attorney for review and action. This information is recorded in Benchmarking measurement reports and provided to the Assistant City Secretary to compile into monthly report.

Number of contracts processed in 4 days/number of contracts received.

Actual = (# on time/# total docs)*100